Job Purpose
Under limited supervision, performs reception duties and/or oversees a variety of associated administrative, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as inventory management, specialized record keeping, database management, and/or specified information-gathering projects and tasks. Coordinates special events and specified administrative activities as appropriate.
Duties and Responsibilities:
• Oversees and/or performs a range of diverse administrative activities for the agency; serves as a central point of liaison with various departments and external constituencies in the resolution of a variety of day-to-day matters concerning PSFA.
• Provides and/or oversees reception activities such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing mail and correspondence, and follow-up on operational commitments.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems as required.
• Courier, pick up and carry documents, packages and other items between offices or departments.
• Provides assistance transporting vehicles for repair and maintenance.
• Responsible for the tracking, enrollment, maintenance, and upkeep of PSFA staff defensive driving certificates.
• Collects vehicle mileage information and submits to the Transportation Services Division as necessary.
• Assists in the coordination of agency related events such as Quarterly Agency Meetings and meetings with districts and/or vendors.
• Performs miscellaneous job-related duties as assigned.
Knowledge, Skills, and Abilities Required
• Excellent skills in organization, attention to detail, and establishing priorities.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to communicate effectively, both orally and in writing.
• Demonstrated ability to maintain confidentiality.
• Ability to create, compose, and edit written materials.
• Skill in the use of personal computers and related software applications
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to make administrative/procedural decisions and judgments.
• Ability to analyze and solve problems.
• Ability to gather data, compile information, and prepare reports.
• Records and Database maintenance and management skills.
Minimum Education and Experience
Two year college degree and 5 years of experience directly related to the duties and responsibilities specified. Experience or education may be substituted for one another at the discretion of the director.
Working Conditions
Work is normally performed in a typical interior/office work environment. Work involves minimal exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, unpleasant odors, and/or loud noises. Some potential exists for exposure to hazards or physical risks which require following basic safety precautions.
Physical Effort
Minimal physical activity is required while performing the duties of this job; the employee may sit for extended periods. Must be able to lift up to 15 pounds at times.
Supplemental Information
Other Requirements: State travel is required occasionally. Must possess and maintain a valid New Mexico driver’s license.
Job Type: Full Time
Base of Operations: Albuquerque, NM
Disclaimer
This job description is intended to describe the general nature and level of work being performed by the employee assigned to this position. The description is not to be construed as an extensive list of all responsibilities, duties, and skills required of the employee. The agency director reserves the rights to add, modify, change or rescind the work assignments and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. This job description does not change the “at-will” employment relationship as indicated in the Policies for Governor Exempt Employees and the Exempt Position Statement. All personnel may be required to perform duties outside of their normal responsibilities at the discretion of the director.